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Handbook of Operating Procedures

Purchase, Lease or Rental of Photocopying Equipment and Multifunctional Printing Devices

Policy Number: 83


Purchase, lease or rental of photocopying equipment and multifunctional printing devices



Date Reviewed:
April 2021
Responsible Office:
Procurement Services
Responsible Executive:
Senior Vice President, Finance and Business Services


At The University of Texas Health Science Center at Houston ("University"), Auxiliary Enterprises - Copy Services provides photocopying equipment (copiers) and multifunctional devices (see definition below) throughout University-owned and leased facilities.


A multifunctional device is defined as a device that is capable of copying and printing and may also include scanning and faxing. These devices may or may not have document feeders.


Departments are not authorized to purchase or lease copiers.

Auxiliary Enterprises - Copy Services places various types of photocopying equipment in convenient locations to meet the copying needs of departments within an area. Copy Services maintains, replaces, and updates photocopying equipment as necessary and provides all supplies.

To access these machines and as a means of accounting for quantity of use, an authorized user code must be obtained from Copy Services. The users of convenience copiers are authorized departmental representatives who have been given access to a valid copy code issued by Auxiliary Enterprises-Copy Services to their departments.

All requests for additional or replacement photocopying equipment or additional user access codes should be directed to Copy Services.

Departments are not authorized to purchase or lease multifunctional devices that meet or exceed any of the capabilities listed below:

  • Has a document feeder which can hold in excess of 20 sheets;
  • Can make copy impressions in excess of 16 pages per minute (15% coverage per page);
  • Costs more than $1500; or,
  • Can attach directly to the network, or is being shared.

Information Technology can assist the user with the selection of appropriate multifunctional equipment whether or not it is obtained from Copy Services.

Equipment in place as of March 1, 2006 is grandfathered as an exception. Exceptions after March 1, 2006 can be granted as described below.

Any exception to this policy must be submitted to the Vice President & Chief Auxiliary Enterprises Officer. Appeals will be forwarded to the Senior Executive Vice President, Chief Operating and Financial Officer.